Meeting notice requirements

The notice must either describe the agenda fully or provide an adequate summary of it. See the requirement in 1912a.8(a).

• Practical tips: include the main topics, estimated start and end times, and any major decision points.
• If space is limited, list agenda items with brief explanations so attendees understand what will be discussed.

The notice must clearly announce that the meeting is open to the public. See the requirement in 1912a.8(b).

• Example wording: “This meeting is open to the public.”
• If there are any limited-capacity rules or registration requirements, state those in the same notice so the public knows how to attend.

The notice must indicate that interested persons may file written statements with the Committee and must specify when those statements are to be filed. See the requirement in 1912a.8(c).

• Practical tips: include a clear deadline (date and time) and where/how to submit statements (mailing address, email, or online portal).
• If there are formatting or length limits, state them in the notice so submitters can comply.

Yes, oral statements may be made before the Committee, but only at the discretion of the Chairman and after weighing attendance, proposed participation, and available time and resources. See the provision in 1912a.8(d).

• Note: as a general policy, time for oral presentations is usually made available only at subcommittee meetings, not full committee meetings.

The Chairman of the meeting (or the person calling the meeting) decides whether oral statements are allowed. See the provision in 1912a.8(d).

• The Chair may also include instructions in the notice about any requirements for oral presentations, such as advance summaries.

The Chairman must consider the number of persons in attendance, the nature and extent of their proposed participation, and the time, resources, and facilities available to the Committee. See the factors listed in 1912a.8(d).

• In practice this can mean setting time limits, prioritizing speakers, or shifting input to written statements if time is limited.

No, oral presentations are not normally permitted at full committee meetings because they would usually intrude on the limited time members can devote to the meeting. See the statement in 1912a.8(d).

• Expect more opportunities for oral presentations at subcommittee meetings instead.

Yes, the person calling the meeting may provide in the notice that summaries of proposed oral presentations must be filed in advance. See the language in 1912a.8(d).

• If you plan to present orally, check the notice for any advance-summary requirements and meet the deadline to preserve your chance to speak.

Every meeting notice must (1) describe or adequately summarize the agenda, (2) announce that the meeting is open to the public, and (3) indicate that interested persons may file written statements and specify when to file them. See 1912a.8(a), 1912a.8(b), and 1912a.8(c).

• Practical checklist: agenda summary, public-attendance statement, written-submission instructions and deadline.

The regulation requires the notice to specify when written statements are to be filed, and it is good practice to also include how and where to submit them. See 1912a.8(c).

• Practical advice: include the full mailing address, email address, or online submission link and any formatting or page limits to avoid confusion.

The Chair can limit or refuse oral presentations based on the number of attendees, the proposed participation, and available time, resources, and facilities, and may request advance summaries per 1912a.8(d).

• Practical options: impose strict time limits, require written summaries in advance, prioritize speakers, or accept written statements instead of oral remarks.

You should plan to attend, file any written statement by the deadline stated in the notice, and check whether the notice requires advance summaries for oral remarks; follow those instructions. See 1912a.8(c) and 1912a.8(d).

• Tip: If the notice limits oral presentations, submit a written statement so your views are part of the official record even if you cannot speak.

Yes, as a general policy time for oral presentations will be made available only at subcommittee meetings rather than at full committee meetings. See 1912a.8(d).

• If you seek to present orally, look for subcommittee meeting notices or request that your material be considered at a subcommittee session.

A compliant notice should state the agenda summary, that the meeting is open to the public, and the written-statement filing details; for example: “Agenda: [brief list]. This meeting is open to the public. Written statements may be filed with the Committee by [date/time] at [address/email]. Oral statements may be allowed at the Chairman’s discretion; summaries of proposed oral presentations must be filed by [date] if required.” See 1912a.8(a), 1912a.8(b), 1912a.8(c), and 1912a.8(d).

• Use clear dates, times, and submission instructions so the public can participate effectively.